January 18, 2012Administrative Council

Presentation

Original Charge: • Address communications concerns raised in the Higher Learning

Commission’s accreditation report.

– “TCC is a rapidly changing and innovative institution, and for its new programs, initiatives, policies and ideas to be effectively implemented and communicated to students and the community at large, the college administration must examine its internal organizational structures, training policies, and communications to empower front-line employees to provide the service excellence that the institution seeks to achieve.”

Revised Charge: • Address communications concerns raised in the Higher Learning Commission

and incorporate goals and objectives of the Strategic Plan.

Formation: • 10 Member Task Force:

– Lauren Brookey – co-chair– Pat Fischer – co chair– Flo Potts– Jan Clayton– Cherie Hughes– Kevin Clayton– Bill Creech– Judy Tarpley– Janice Wilhite– Donna Wood

Original Task Force Goals: 1) to develop or add internal mechanisms which

are data informed that improve communication to all employees

2) to create a communication system that supports employee collaboration

Materials Reviewed by the Task Force:– PACE climate survey– HLC report– Render and Associates market research – Communication tools currently used within TCC– TCC Strategic Plan– Best practices in internal communications

Task Force Actions – The Task Force developed and conducted an internal survey

focused on communication to gain a better understanding of employee’s perceptions regarding communication with TCC. The survey was conducted in the spring of 2010.

– During the work of the Communications Task Force, the College

also began work on a Strategic Plan. For a period of time, the Task Force was also charged with looking at external communication, but later returned to its primary focus – internal communication.

– Developed a set of Core Beliefs to guide the Task Force’s planning.

Core Beliefs– Effective communication is essential to the continued success of TCC, – Effective communication is the responsibility of all employees – both in terms of

originating communication and receiving communication,

– Timely communication is critical to ensure the right people have the right information at the right time,

– TCC has appropriate means or vehicles for effective communication, but we don’t

always use them well or in a timely manner, and – Individual, departmental and committee communications planning rather than a

comprehensive plan administered by one person or committee would be the most effective approach to ensuring constructive communications within the college.

Survey Implementation Key Findings: – 617 respondents

• Full-time 78 percent, Part-time 22 percent

– 611 respondents• Campus location 89 percent, CC or other 11 percent

– 362 respondents• Identified as Faculty 45 percent, Staff 44 percent of

Administration 11 percent

– 621 respondents• Less than 1 year of employment 8 percent, 1-5 years 29

percent, 5-10 years 23 percent, more than 10 years 39 percent

Survey Implementation Key Findings

70 percent of employees feel that the College is very or mostly effective in communicating employee information from administration to employees

Survey Implementation Key Findings

30 percent believe that communications about college operations is inadequate or not effective

Survey Implementation Key Findings

87 percent feel they can speak to their supervisors about job related issues

84 percent feel there is good communication between themselves and supervisor

Survey Implementation Key Findings

69 percent believe TCC administration needs to take more responsibility to improve communication

67 percent believe TCC employees need to take more responsibility to stay informed

Survey Implementation Key Findings

65 percent said TCC communication is generally accurate

Statements with lowest responses were:

55 percent believe there is good communication between the administrative offices and campuses

41 percent believe existing communication channels are effective

38 percent believe communication by college wide committees is effective

Highest rankings for different types of communication were:

93 percent – Emails

72 percent – TCC website

72 percent – HR News

71 percent – Informal grapevine communication with peers

65 percent – Meetings with my supervisor

Lowest rankings included those communication tactics uses occasionally or not at all:

85 percent – Suggestion boxes

84 percent – Video messages

82 percent – Celebrate Learning newsletter

78 percent – President’s Council

72 percent – Large Meeting Q & A

Highest rankings for how informed employees felt about specific topics:

80 percent – Employee policies and procedures

78 percent – College Vision

77 percent – Employment opportunities

74 percent – Employee benefits

73 percent – Training

Items receiving the least favorable responses of poorly or not at all informed:

57 percent – Financial aid policies

50 percent – Budget and business status

48 percent – Tulsa area higher education needs

47 percent – Tulsa area community needs

46 percent – Continuing education progress

Overall Conclusions:– Positive about communication with supervisor– Administration needs to communicate better– Employees need to take the initiative to stay informed– Communication across the college form location to

location is identified as a concern– A need to improve communication with part-time

employees– Email is the most routinely used type of

communication

Communication Task Force Outcomes:Action: Conduct college wide survey of all employees to

determine level of satisfaction with current communication methodologies and mediums.

Overview: In general, there was a positive opinion of TCC’s

efforts to communicate with its employees. Areas with lower ratings included: communication with part-time staff; communication on budget issues; communication to and from students; and communication between different campuses and locations.

Results:The survey had 617 respondents (78 percent full-

time and 22 percent part-time). Areas with strongest agreement (60 percent or more):• Supervisor communication is positive • TCC administration needs to take more responsibility to

improve communication• TCC employees need to take more responsibility to stay

informed• TCC communication is generally accurate

Results:Areas with lowest agreement (55 percent or less)• There is good communication between administrative

offices and campuses• Existing communication channels are effective• Communication by college wide committees is effective • There is good communication between administrative

offices and campuses

Recommendation 1:Bi-annual communications survey to determine

areas of improvement, need or significant trend change. First survey completed by the Communications Task Force will be considered a baseline for ongoing comparison and monitoring with each survey following.

Recommendation 2:Share survey results with college wide community.

Handout: Communications Survey results

Action: Task Force Developed Communications Planning Form

Overview: As a result of Task Force discussion, decision was made to develop a communication model that would be fluid, practical and required of all supervisors, areas and leaders rather than comprehensive, perhaps easily outdated and the responsibility of one individual or a small group. The model was to require

1) encourage communication as a policy or application to all college planning

2) bi-annual assessment on communication research 3) implementation of a Communication Planning form that

would allow individuals and areas to incorporate communication into their planning.

Recommendation 1: Develop a Communication Planning Form for all Supervisors

Recommendation 2: Introduce Communication Planning Form at Administrative Council Meeting with instructions and support and follow up evaluation.

Recommendation 3: Expansion of “Game Plan” projects form to

include support for materials identified in the Communications Planning Form.

Recommendation 4: Expectation that new policies or procedures for employees or students that are to be introduced require a Communication Planning Form as part of its implementation.

Recommendation 5: Task Force or Team formed to develop a stronger portal for college wide communications within the framework of the software owned or to be owned in the future by the College and including collaboration with IT.

Recommendation 6: Develop a Communications Committee as a

sub-committee of the Operations Council

Handout: Communication Planning Form

Resources

CommunicationSurvey Results – Bulletin Board, BlackboardLeadership Talking Points - Bulletin Board Communication Planning Form - Gameplan, Bulletin Board, My TCC,

Blackboard